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Flat Rate Draws Suspicion

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By RICHARD WHITE, Tribune correspondent

Published: February 23, 2008

Our board continues to pay an invoice from one of our vendors that is not itemized. The charge is always around $50 per month.

When asked to explain how this amount was computed, the answer is, "We have always done it this way." They state that it is for toll charges and faxes that they the vendors pass on to us.

I find it unusual, that each month this figure is constant with very little variation.

In the statutes, it states that the association is responsible for keeping accurate, itemized and detailed records of all receipts and expenditures.

Can an owner insist that we want to see how this amount is computed with the necessary backup?

P.E.

Stuart

Always doing it the same way is not a good answer. It would be easy for the board to ask the vendor for an itemized record of the charges.

The exception could be if the vendor's contract specified the monthly charge. As an example, a few years back, if you made a long-distance telephone call, the phone companies charged you for the call. Today, many phone companies have a flat billing rate, and it is impossible to determine what a specific call costs.

As an owner, you can send a certified letter to the board and ask for the information.

Richard White is a licensed community association manager. He does not offer legal opinions; any other questions and comments concerning association operations can be sent to Richard White, 6039 Cypress Gardens Blvd., No. 201, Winter Haven FL 33884-4115; or e-mail

camquestion@cfl.rr.com.

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